Responsibilities

Contractor and vendor supervision

• Inspect works across the campus to confirm that contractors and vendors are delivering the agreed scope, quality and completion dates.
• Verify reported progress and completion through site inspections, photographs, service records and relevant test results. Obtain specialist technical confirmation where required before recommending closure.
• Maintain a works tracker covering scheduled visits, outstanding tasks, deadlines and evidence of completion. Record incomplete or unsatisfactory work and follow up until rectified.
• Coordinate contractor access and work schedules with school teams, reducing disruption to lessons and ensuring work areas are segregated, clean and ready for use.
• Monitor planned maintenance and contracted services, including cleaning, landscaping and pest control, and escalate missed visits, repeated faults or poor performance.
• Check service reports and delivery records against work observed on site. Provide verified information to support the Facilities Manager’s acceptance of works and invoice review.

Event bookings and venue preparation

• Manage the campus facilities booking calendar, check availability and obtain required approvals before confirming bookings. Resolve clashes and protect normal school activities.
• Agree event requirements with organisers, including venue, attendance, timings, furniture, equipment, accessibility and the time needed for setup and clearing away.
• Coordinate preparations with cleaning, maintenance, security, IT, audiovisual and catering teams, arranging additional support through the Facilities Manager where needed.
• Supervise setup and complete a readiness check covering layout, cleanliness, lighting, air conditioning, equipment, signage and access routes before handing over the venue.
• Coordinate arrival arrangements, parking and authorised access with security, and ensure organisers understand the agreed conditions for using school facilities.
• Provide facilities support during events as scheduled, responding to operational issues and escalating concerns promptly.
•  Oversee clearing away, cleaning, equipment return and restoration of spaces after events. Record damage, outstanding issues and any additional service costs.

Daily campus operations and maintenance

• Carry out daily campus inspections covering classrooms, toilets, common areas, sports facilities, external spaces and plant areas within authorised access.
• Identify defects, leaks, cleanliness concerns and equipment faults. Log requests through the school’s facilities system and prioritise urgent issues with the Facilities Manager.
• Track reactive repairs and planned preventive maintenance, check completed tasks and update staff on progress and expected resolution times.
•  Coordinate the daily work of assigned facilities staff and service teams, giving clear task instructions and checking standards and completion.
• Support holiday maintenance, room moves, furniture arrangements and minor improvement works. Maintain equipment and stock records and report shortages or replacement needs.

Health and safety and safeguarding

• Follow school safety and safeguarding procedures and check that contractors have the required induction, identification, risk assessments and work permits before starting relevant activities.
• Monitor barriers, housekeeping, protective equipment and safe access around work areas. Stop unsafe activity within delegated authority and immediately escalate hazards or incidents.
• Check that event layouts preserve emergency exits and accessible routes and comply with approved occupancy and safety arrangements.
• Support emergency drills, facilities inspections and incident follow-up. Report safeguarding concerns immediately through the school’s designated procedures.

Records and reporting

• Keep accurate inspection checklists, maintenance records, contractor attendance logs, event bookings and completion evidence.
• Provide the Facilities Manager with regular updates on completed work, overdue tasks, recurring defects, vendor performance and upcoming event requirements.
• Raise purchase and additional service requests with supporting details. Refer spending, scope changes and formal technical approvals to the authorised manager or specialist.

• Relevant facilities, building services or technical qualification, or equivalent practical experience, with experience supervising maintenance or contractor activities.
• Experience coordinating events, room bookings or venue preparation. Experience in a school or another busy, occupied campus is desirable.
• Practical understanding of building maintenance, safe working practices and service quality, with strong attention to detail and consistent follow-up.
• Clear communication, good organisation and confidence using email, spreadsheets, booking calendars and maintenance tracking systems.

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. We are dedicated to creating safe, supportive, and inclusive learning environments where students can thrive, and we expect all employees, volunteers, and partners to share this commitment.

As part of our safer recruitment practices, all successful applicants will be subject to comprehensive pre-employment checks, including verification of identity, qualifications, employment history, professional references, and criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. These checks may include enhanced disclosure, prohibition, barring, and overseas police clearance checks where applicable. We are committed to recruiting individuals who uphold the highest standards of professional conduct and child protection.